Lease Documentation
Review, track and maintain lease agreements including ground leases, amendments, and extensions for tenants using both technology and manual resources for consolidation into the lease management systems. Process tenant move-ins and move-outs. Ensure first months' rent and security deposits are received, saved, and processed correctly. Ensure Guaranty of Lease documents are fully executed and saved. Ensure all documents are signed by all appropriate parties and then distributed to all parties once fully executed. Assist with obtaining Lease Commencement letters from tenants.
Lease Abstracts
Create and update lease abstracts, summarizing key terms, financial obligations, and critical dates. Create and maintain record of all ROFOs, ROFRs, rights to purchase, renewal options, early termination options, exclusive uses, special inclusions/exclusions, etc.
Rent Management
Calculate and monitor rent, escalations, and operating expenses. Ensure rent schedules and payments are accurately recorded and collected on time.
Lease Compliance
Ensure all lease terms and conditions are adhered to by both tenants and the landlord. Address tenant inquiries related to lease terms and conditions. Track key dates and deadlines.
Tenant and Landlord Correspondence
Draft, prepare, and track correspondence between tenants and landlords, including notices, lease-related inquiries, holdover rent situations, and formal communications regarding lease compliance, rent adjustments, and more.
CAM Recovery Management
Monitor and manage CAM charges and reconciliations, ensuring accurate billing and recovery from tenants based on lease agreements. Review operating expenses, prepare annual reconciliation letters, and address any discrepancies with tenants. Coordinate tenant audits of billed CAM reconciliations.
Tenant Improvement Allowance (TIA) Tracking
Manage and monitor tenant improvement allowances by tracking budgets, deadlines, and reimbursement requests. Ensure timely disbursement of TIAs and maintain thorough records for each project. Track all "sunset clauses" for all TIAs and draft and send letters 30, 60, and 90 days prior to sunset clauses.
Lease Commissions
Calculate, track and manage lease commissions payable to brokers or agents, ensuring accurate calculation based on lease terms and timely payment in coordination with accounting teams. Manage all appropriate team members' review and sign off on calculations.
Database Management
Maintain an accurate and up-to-date lease database, tracking critical dates such as lease expirations, renewals, and options. Ensure data integrity of information contained in database application used for tracking all tenant and lease related data including tenant contacts, billing, etc.
Financial Reporting
Assist in generating financial reports related to leases, rent rolls, CAM recovery, income projections, and tenant improvement allowance utilization for the portfolio.
Coordination with Legal Teams
Collaborate with legal teams to resolve lease-related issues, including defaults, disputes, or other legal matters.
Compliance and Audits
Assist in lease audits to ensure compliance with company policies, legal regulations, and financial obligations. Assist with due diligence in acquisitions and depositions.
Support Portfolio Growth
Assist in due diligence and onboarding of new properties, ensuring lease documents are complete and integrated into the multiple systems we utilize.
Contract Management
Generate, track and manage forms on the prescribed template and manage signing process. Support and engage with the team to help ensure contracts are being sent out for bids at a minimum of every three years and that our contracts are bid out and executed by the time expirations occur.
Additional Functions
Assist in additional department related functions as requested. This person may assist with administrative functions such as helping coordinate team events, approving invoices, helping generate expense reports and a wide variety of other needed functions in the department.
Skills, Knowledge, and Expertise
Education
- Bachelors Degree in Business, Real Estate, Accounting or a related field - Preferred
Experience
- 3-5 years of experience in lease administration, property management, or real estate, preferably within medical or healthcare real estate - Required
- Experience with CAM recovery management, tenant improvement allowance tracking, and reporting - Required
- Strong understanding of lease language, lease terms, real estate law, and commercial property management - Required
Skills
- Intermediate to advanced Excel skills, proficient in Word and other Microsoft applications. Proficient with lease management software systems (such as MRI, Yardi, Prophia, or similar platforms).
- Must be extremely organized with an incredibly strong attention to detail and ability to manage multiple tasks simultaneously.
- Excellent communication and problem-solving skills. Must be able to communicate well in-person, over the phone, and through written email and formal letter-writing methods.
- Ability to work independently and collaboratively in a fast-paced environment.
- Ability to produce accurate and detail-oriented work while managing multiple priorities against key deadlines in a fast-paced environment.
- Ability to balance attention to detail, analytical skills, and process awareness with "big-picture" conceptualization.
- Self-motivated, strong sense of urgency and autonomy while also being able to work well with a team of people both in-office and remote.
- Strong ability to work with different types of people and roles - being able to work with brokers in the field, tenants and vendors as well as with managers, senior managers, and executive team members.
Compensation
$65,000 - $75,000 / year. Eligible for discretionary benefits: performance bonus. Eligible for standard employee benefit elections: Medical, Dental, Vision, 401K, FSA, HSA, Commuter Benefits, Employee Assistance Program, Life Insurance (employee and dependents), Short-term disability (STD), Long-term disability (LTD), Accidental death & dismemberment (AD&D), vacation days, sick days, and other benefits.
Disclaimer
To All Recruitment Agencies – NexCore Group does not accept unsolicited third-party resumes. NexCore Group knows that when we welcome different points of view, it makes us better, stronger, and moves us boldly forward in becoming a world-class company. That is why we’re proud to be an Equal Opportunity Employer and encourage all qualified talent to apply. Your application will be reviewed regardless of race, religion, gender, sexual orientation, national origin, disability, age, or veteran status.
If you are interested in applying for a position with NexCore Group and need special assistance or an accommodation to use our website, please contact HR@NexCoregroup.com.
About NexCore Group
NexCore Group develops healthcare facilities for hospitals, health systems and physicians. We solve complex real estate challenges through innovative building solutions and creative financial structures. In a rapidly changing healthcare industry, NexCore has the superior expertise to deliver quality environments and flexible spaces that help grow your business, lower expenses and mitigate risk.
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